UAMLID-Office Administrator D - U06-Office Administration

Executive Office Assistant

The Executive Office Assistant provides high-level administrative and operational support to the Vice President of Global Sustainability Engagements and Partnerships and the broader team. This role is responsible for managing complex calendars, coordinating global travel and expenses, organizing senior executive, government, and customer visits, and enabling seamless cross-time-zone collaboration. The ideal candidate is highly organized, proactive, collaborative, discreet, and proficient with Microsoft Teams and Concur.

Position Responsibilities:

• Manage complex, multi-time-zone calendars for the Vice President and select team members, including scheduling, prioritization, conflicts resolution, and routine calendar maintenance.
• Coordinate all aspects of domestic and international travel: itineraries, bookings, visas, ground transport, accommodations, meeting logistics, and pre-travel briefing materials.
• Prepare, submit, and reconcile travel expenses using Concur in accordance with corporate policy; follow up on outstanding reimbursements and audit requests.
• Plan and facilitate executive-level visits, including senior executive briefings, government delegations, and customer engagements:
• Venue selection and logistics
• Agenda development and distribution
• Coordination with security, facilities, and catering
• On-site support and point-of-contact during visits
• Serve as a primary organizer for internal and external meetings, workshops, and virtual events using Microsoft Teams:
• Schedule meetings across multiple time zones and regions
• Prepare materials, manage participant lists, and ensure proper meeting setup and recording as needed
• Draft, proofread, and format correspondence, presentations, briefings, and reports for executive review.
• Maintain confidential files, contact lists, and key documents; ensure secure handling and retention per policy.
• Act as a liaison between the VP's office and internal/external stakeholders, routing requests, escalating issues, and tracking follow-ups to resolution.
• Support team project logistics and administrative tasks, including expense and invoice coordination, purchase requests, and vendor communications.
• Track and manage deadlines, action items, and deliverables from meetings and executive engagements; proactively remind and escalate as needed.
• Contribute to process improvement of administrative workflows and tools to increase efficiency and consistency across the office.

Required Skills:

• 5+ years of executive support or senior administrative experience supporting C-level or VP-level leaders (or equivalent).
• Demonstrated experience coordinating senior executive, government, and customer visits and events.
• Proven ability to manage complex, multi-person calendars across multiple time zones.
• Experience with travel management and expense reporting systems, specifically Concur.
• Proficiency with Microsoft Teams and the Microsoft 365 suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational skills with excellent attention to detail and accuracy.
• Exceptional written and verbal communication skills; professional demeanor for interfacing with senior leaders and external stakeholders.
• High level of discretion and experience handling sensitive and confidential information.
• Ability to prioritize competing demands, work independently, and exercise sound judgment in a fast-paced environment.
• Flexibility to work occasional early mornings, evenings, or weekend hours to accommodate global time zones and high-priority events.
• Authorization to work in the U.S. and ability to commute to Renton, WA as required.

Preferred Skills:

• Prior experience supporting a sustainability, government relations, corporate affairs, or partnerships function.
• Experience coordinating logistics for international delegations and familiarity with visa and protocol processes.
• Familiarity with corporate procurement, invoicing, and vendor management processes.
• Basic project management skills and experience with workflow or ticketing tools (e.g., ServiceNow, SharePoint, Asana).
• Bachelor's degree or equivalent combination of education and relevant experience.
• Professional certification(s) in administrative support or office management (preferred but not required).